The Complete Pre-Trip Flight Dispatch Checklist Every Operator Should Run
This is the actual checklist the LFS dispatch desk runs against every trip — 47 items across six domains. Fork it for your own ops manual.
Why a checklist still beats experience
Every dispatcher who has been doing this for more than five years has a story about a trip that went wrong because a single line item slipped: an expired insurance certificate, an unfiled NOTAM, a missed customs notification. The checklist exists for the same reason cockpit checklists exist — to make sure the system catches what the human will inevitably miss on the third trip of the day.
The 47 items
1. Permits and clearances (8)
1. Overflight permits filed for every FIR.
2. Landing permits filed for departure, destination, and alternates.
3. Diplomatic clearance (if applicable).
4. Customs notification at departure and arrival.
5. APIS / advance passenger information submitted.
6. Slot reservations confirmed (Level 2 and 3 airports).
7. Prior permission requested (where required).
8. Permit reference numbers logged in trip file.
2. Flight plan and routing (9)
9. ATC route validated against current AIP.
10. NOTAMs reviewed for every FIR and airport.
11. Special use airspace (SUA) clearances confirmed.
12. Track-and-flight-level optimization run.
13. Fuel burn calculated with current weather.
14. Alternates selected and verified (fuel, weather, hours).
15. ETOPS or extended-overwater compliance.
16. RVSM and RNP equipment verified for filed route.
17. Flight plan filed and acknowledged.
3. Weather (6)
18. Departure TAF reviewed.
19. Destination TAF reviewed.
20. Alternate TAFs reviewed.
21. SIGMETs and AIRMETs along route.
22. Volcanic ash, tropical, or convective threats.
23. Forecast vs. observed delta acceptable.
4. Fuel (5)
24. Quote secured at all uplift airports.
25. Into-plane provider confirmed.
26. Payment method (carnet, credit, wire) confirmed.
27. Tankering analysis run.
28. Fuel availability confirmed (no fuel embargo, no shortage).
5. Crew and aircraft (10)
29. Crew duty time within limits.
30. Crew passports and visas valid for full itinerary.
31. Crew vaccinations current.
32. Crew hotel booked at all overnight stations.
33. Crew transport arranged.
34. Aircraft Cert of Airworthiness valid.
35. Insurance valid with adequate coverage.
36. Noise certificate valid.
37. RVSM certification current.
38. Required equipment serviceable (MEL clear).
6. Passengers and customs (9)
39. Passenger manifest filed.
40. Visas verified for every passenger.
41. Pets, firearms, or sensitive cargo declared.
42. Customs clearance arranged at every customs stop.
43. Ground transport arranged at every station.
44. FBO selected and notified at every airport.
45. Catering ordered.
46. Special requests (medical, wheelchair, security) coordinated.
47. Single point of contact assigned for the duration of the trip.
How LFS uses this
Every trip in the LFS dispatch system runs this checklist automatically. Items that can be auto-verified (NOTAMs, weather, permits) are checked against live feeds; items that require human judgment (alternate selection, tankering) are surfaced for the dispatcher to confirm. Nothing leaves the desk with an unchecked line.
Operator FAQs
Can I get this checklist as a download?
Yes — request it via the contact form and we'll send the PDF version. It's also embedded in the LFS dispatch console for active customers.
How long does this take to run?
15–30 minutes for a routine domestic trip, 60–90 minutes for an international long-haul with multiple permits.
Do you customize it for fleet operators?
Yes — for operators with 5+ aircraft we build a customized version with company-specific items (MEL handling, internal authorization, billing codes).
LFS handles your operation 24/7.
Send the trip — we acknowledge in under 60 minutes during working hours, immediately for AOG.